Gladstone Go Book – Sites and Activity Display

Problem

You need to control which sites customers can choose on Go Book and Go Join, and which classes and activities appear on Go Book, how they are grouped and when they can be booked.

Resolution

Set up your sites

1. Open each site in Operator

   • Go to Operator > Configuration > Sites and open each site.

2. Enter the site details

   • Description / name as customers should see it.
   • Web visible: tick for sites that should appear on Go Book and Go Join. Untick unused sites (for example, head office).
   • Address, phone, email, website URL.
   • Latitude / longitude: in Google Maps, right-click the building entrance and click the coordinates to copy them, then paste them in. This drives View map and Get directions on the site finder.
   • Amenities: for example, baby changing, changing rooms, disabled access, lift, showers, lockers, toilets, Wi-Fi.
   • Facilities: for example, pool, sports hall, studio, climbing/bouldering wall.

3. Save

   • Click Save. The site finder page shows each site with a background image (changeable), address, facilities, amenities, contact details and map. Choose centre moves the customer on to Go Join.

4. Switch on single site mode (if applicable)

   • One-site operators can switch on Single site mode (Modules > Configure) so customers skip the site finder (see Other Go Operator Settings: Single Site, SSO, Payments and Notifications).

Control what customers can see and book

1. Check each control

   • Go Book shows sessions set up in Plus2, and you control the display mostly from Plus2:

   Control	Where	Effect on Go Book
   Web bookable tick on the activity or reservation	Plus2	Only ticked sessions appear on Go Book.
   Web comments	Plus2	Shown with the session (for example, what to bring, instructor).
   Description on the activity or class	Plus2	Becomes the Go Book category; sessions with an identical description are grouped (step 8).
   Look-ahead period (search Book Look)	Operator > Configuration > Modules > Configure	How many days ahead sessions are visible (default 14). Visibility only. See Configuring Booking Release Time for Classes and Activities in Go Book.
   Advance booking restriction	Plus2, on each activity/reservation	How far ahead each session can actually be booked (for example, classes 7 days, racquet sports 10 days; 8 = seven days in Plus2). See Setting Advance Booking Windows in Plus2.
   Midnight offset	Plus2 and Operator	Releases a day's sessions at one set time instead of exactly N days before each start. Classes only.
   Booking / cancellation cut-offs, booking limits	Operator	When online booking and cancellation stop, and how many bookings a customer can make. See Go Book Booking and Cancellation Settings in Operator.
   Web bookable flag on each price level	Operator	Which prices a logged-out customer can book at. See Making a Price Level Visible in GoBook.
   Alert list	Operator plus the waiting-list tick on each class in Plus2	Lets customers join a waiting list for a full class (reservations only, not activities). See GladstoneGo: Alert List Notification Setup.

2. Review what is online

   • Every Plus2 activity and reservation with the web bookable tick shows on Go Book, with its web comments. Activities have no end date, so an activity you no longer run stays online until you untick it; reservations drop off once their future sessions are deleted.
   • Review the live Go Book list and untick anything that should not be there. Sites often keep separate web versions of activities (for example, "Web sports hall") so only some slots are bookable online.

3. Check before publishing online

   • Maximum bookees: an activity set to more than 1 (for example, bowls with 8) lets 8 separate customers each book the same slot online, and they all turn up. Set it to 1 so the booker brings their group. Sharing digital tickets with other players is in development.
   • Reservations with only a resource product (no price product, because they were free): add a price product, even at £0, by removing and re-adding the products. Without one, price level overrides and restrictions do not work on Go.
   • Midnight offset currently applies to classes, not activities.

4. Group activities and classes (if applicable)

   • In Plus2 (Configuration > Bookings and Reservations), give every session in a group the same Description, matching exactly. Go Book then lists them under that category. The full procedure and grouping tips are in Grouping Sessions on Go Book with Plus2 Descriptions.
   • Grouping and visibility are Plus2 edits. They can be done on live at any time without affecting anything else.

Notes

• Go Book shows when the next session opens for booking (based on the advance booking window and midnight offset), so customers can see why a visible future session is not bookable yet.
• Bookings made on Go Book show user ID 9991 in Plus2/360, so staff can tell they were made online.
• Grouping: descriptions must match exactly; a different capital letter or a trailing space creates a second category. Search matches the description, not the session names beneath it, so plan groupings around how customers search (for example by programme, such as "Active card classes", "Move classes", "Move outdoors", or by activity, such as "Pilates", "Badminton"). Sub-categories work well (for example, "Group exercise", "Mind and body", "Active wellness"). Grouping is a one-off tidy-up job but greatly improves the booking page.
• There is no instructor field on Go Book. Put the instructor in the web comments, keep it in the session name under an activity-level description, or (if people choose by instructor) use per-instructor descriptions.
• The search's What date field is the date to start listing from, with a start time filter; results run forward to the look-ahead limit. Customers can pick up to five categories at once.
• Every Go booking needs a customer record (name, phone and email), even a free promotional booking, so there is no fully anonymous booking. Deep links straight to the activity reduce the friction of that step.
• Deep links to activities can be built from their Go Book tags (for example, activity type, level, instructor, duration), for example for website buttons like "Basketball court bookings". Go Book tag groups are the tag groups in Operator that are not prefixed Member/Membership (see Setting Up Go Join Tag Groups and Mapping Memberships and Deep Links into Go Book and Go Join).
• Go on phones: Go Book/Join is browser-based and responsive: on a phone it shows in an app-style layout and can be saved to the home screen. It is separate from any native mobile app (the Go app adds digital passes and push notifications). Clear, specific activity names (for example, "Badminton – Female only") also display well.
• Session not on Go Book: check the look-ahead period and that the site is web visible in Operator, then the web bookable tick and session dates in Plus2.
• Same activity in two categories: the Plus2 descriptions are not identical.
• The emails Go sends on system events (for example, a booking confirmation for every Go Book booking) are set up as business rules: see Business Rules and Communication Jobs in the Gladstone Go Automation Portal.
• Continue in Plus2 with activities, reservations and web settings: see Configuring Plus2: Overview and Cross-Product Impact.
• Related: Updating Site Information, Facilities, and Amenities in GoJoin; Go Book Booking and Cancellation Settings in Operator; Plus2 Activities, Reservations, Booking Sheets and Closures; Configuring Activities in Plus2; Gladstone Go Operator Configuration Overview.

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